EVENT TYPES: Creating a New Event Type

Coursedog Support

Modified on: Wed, Aug 30, 2023 at 2:12 PM

Table of Contents

Overview
Navigating to the Event Type Building Tool
Adding an Event Form, Event Workflow, and Event Contract
Editing or Deleting an Event Type
Editing or Deleting an Event Type Form
Editing or Deleting an Event Type Workflow
Editing or Deleting an Event Type Contract
Related Articles

Overview

PATH: Events > Settings > Event Types

Creating Event Types is an important step when it comes to getting your Events platform ready for requests.
When someone requests an event, they will need to select from the list of available Event Types – and the selected Event Type will determine which form they are asked to fill out, as well as the workflow their request goes through in order to be approved.
Each event type can have a unique workflow, form, and/or contract, so when you’re defining the event types at your institution, think of it this way: If it needs a unique approval workflow, submission form, and/or contract, it’s a unique event type.
You can get step-by-step guidance in-app to help you create a new Event Type. To activate a guided walk-through, navigate to Events > Settings > Event Types > + Add Event Type. If the flow doesn’t automatically begin when you click “+ Add Event Type”, look for it in the “In-App Guides” widget on the right-hand side of your screen.

Navigating to the Event Type Building Tool

To create a new Event Type, click on "+ Add Event Type".

A new card will appear. To create a new Event Type add the following:

Name of event type.
Description of event type.
Effective Start Date: When events of this type can start to be scheduled. If effective dates are defined, users can only submit requests through that event type within the effective date range. By default, event types are undefined, making all event forms available.
Effective End Date: When events of this type can no longer be scheduled.
Days Notice Limit: Each event type has a Days Notice setting, that is used to indicate the minimum number of days in advance a user can request an event. This setting is used to prevent last minute bookings. If the Days Notice Limit = 7, then users must request events that are 8 or more days beyond the current date. If a user selects a date that is within the 7 day limit, the following conflict will show up:

Days in Advance Limit: allows admins to specify how far in advance (from the current date) are users allowed to request events for. If rule is violated, the following conflict will appear (for both existing events and for new requests)

Allowed Roles: What roles are allowed to request/add/edit events of this type using an Event Type Form. If no roles are set, all roles are allowed
- Note that for a user to Add an event directly, they must both i) have the '"Add Event" permission, and ii) be included in the list of Allowed Roles for the Event Type
Calendar Color: What color events of this type will appear as in the events calendar
Auto Add Setup/Teardown Meetings: If selected, setup and teardown times will be automatically added to event requests based off the selected room and resources.
- Note that in order for this to happen, the selected rooms and resources must have default setup times defined and set to "Not Required" within their Settings (if set to "Required" within their Settings, users will have to manually add the set up time to the event).
- Auto Add Setup/Teardown Meetings will not occur if a user has already defined any setup and/or teardown meetings in the request (i.e. the user's times take precedence and will not be overwritten).
- Additionally, setup/teardown are not added to all day events because there is ambiguity over when the setup times should be (by default they are added right before/after the event meetings).

Note: If you are a CLASS SCHEDULER customer, you should NOT name an Event Type "ACADEMIC". If you would like to schedule Exam events, you may refer to this helpful article.

The Calendar Color selected is reflected in the Calendar to provide a holistic view of Event Types happening over a day, week, or month.

To access the Calendar view, you may navigate the Events > Calendar View.

In the week/day view of the Calendar, clicking on the grey boxes will open a calendar modal displaying all events filtered for that time window. Note that any event with start/end times that overlap with the time window will also be displayed. For example, if you are viewing events from 8-9AM the modal will also show all events that overlap with that time range, such as an event from 7-10AM.

Adding an Event Form, Event Workflow, and Event Contract

You will be returned to the Event Types Window. Select your newly created Event Type and begin to build out your Form settings.

A new card will appear. Select Create New Form or Copy an Existing Form.

To create a new form, follow the documentation here.

To copy an existing form, enter the form Name, select the Form to Copy from the drop-down, and select the Workflow to copy from the drop-down.

Editing or Deleting an Event Type

Institutional needs change and may dictate that an Event Type be modified or deleted. If you need to delete an Event Type, or edit the Event Type Description or Calendar Color, you can do so by clicking on the blue pencil (Event Type).
Although you can change the Event Type name, note that doing so will break the Event Type’s connection to its form and workflow.

To edit an Event Type, simply overwrite the desired fields. When editing an Event Type, specifically if you rename the Event Type, all associated forms and workflows will be removed. Make sure to assign a form (by either creating a new form or copying an existing form) and assigning the workflow again.